Contact Officer Guidelines
The aim of this document is to assist you when providing information to potential job applicants.
Role of the Contact Officer
As you are often the first or only person with whom an applicant will make contact, the impression that you give, both of the position and of the University of Wollongong, is of vital importance.
You should have a thorough understanding of the position and the duties involved, and you should be available to respond to any enquires during the period commencing immediately after the position is advertised up until the closing date.
Your primary role is to take the details of potential applicants and send out all relevant information, as well as answering any questions that they may have regarding the position.
Information that should be sent to potential applicants
Where possible you should direct applicants to our vacancies website. If an applicant does not have access to the internet and our online employment pages then we suggest that you send to them:
- Application Guidelines document.
- A copy of the position description (general staff only).
- A copy of the advert.
- An organisational chart of the Department/Division (where applicable).
- Further information relevant to your Department/Division.
Depending on the level of the position, you may also like to obtain information from the Strategic Planning Unit (eg Annual Report, Strategic plan), the Marketing Division (eg information on the University such as campuses, student numbers) or the Office of Research (eg research profile).
Other Details
You may need to describe aspects of the position which are often not listed in the information package, such as details of the work environment; how many other people are in the office; where they will be located; working hours, and so on.
Our printadvertisements refer the reader to our vacancies website to obtain application information or to the relevant contact officer. Providing applicants with the correct information will not only ensure an applicant provides the most appropriate information but will also assist the selection committee during shortlisting. The University is an Equal Employment Opportunity Employer. Appointment is merit based.
The Recruitment Unit may contact you to ask questions such as details of selection committee membership. You may also be contacted when the documentation is ready to be collected from Personnel after the closing date.
If any applications are sent directly to your Department/Division (instead of to Personnel) please immediately forward them to the Recruitment Unit, to be registered and included with the other applications.
If an applicant makes enquires regarding personnel, payroll, superannuation or similar areas you should refer them to the appropriate recruiter or to the Recruitment Unit on extension 4494.
What not to do or say
It is your role to provide information and advice only. It is not your responsibility to make judgement on whether or not a person would be suitable for the position. This is the role of an elected Selection Committee after all applications have been received.
Please ensure that you do not ask questions that could be construed as discriminatory such as marital status, ethnic background, religion etc.
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